CONSTRUCTION · DOCUMENT COLLECTION
How to collect subcontractor insurance certificates and licenses
Short answer: Build a HubSpot workflow that triggers when a subcontractor record is created (or a deal stage is “Awarded”). Use Create Box Folder for a compliance folder, Pin Box Folder to Record with a “Compliance” type, and Create Box File Request from a “Certificates and Licenses” template. Save the File Request Link and email it from HubSpot.
What it does
Every subcontractor gets one Box compliance folder, pinned to their HubSpot record, and a secure upload link for insurance certificates and licenses. Uploads go straight into that folder, so your team stops chasing documents across email threads.
Before you start
Plan: Growth plan and up.
Create a “Certificates and Licenses” File Request Template in Box Connector. See How to collect client documents with a Box file request.
Create a pinned folder type called “Compliance”.
Note the folder ID of your subcontractors parent folder in Box.
Create a property such as “Compliance upload link” on the record.
Step 1: Create the workflow and trigger
Create a company-based workflow (or one on your subcontractor custom object).
Set the trigger to the record being created, filtered to subcontractors.
Step 2: Create the compliance folder
Add Create Box Folder with the subcontractor’s name as Folder Name and your subcontractors folder as Parent Folder ID. Leave Fail on Conflict unchecked so a returning subcontractor reuses their folder.
Step 3: Pin it to the record
Add Pin Box Folder to Record with the record’s Record ID and type, the folder_id output as Box Folder ID, and pinned folder type Compliance.
Step 4: Create the file request
Add Create Box File Request:
Box File Request Template: Certificates and Licenses.
Folder ID: the folder_id output.
Expires at: the date the request should stop accepting uploads.
Is Email Required?: check it so you know who submitted.
Step 5: Send the link
Add HubSpot’s edit record action and set “Compliance upload link” to the File Request Link output.
Email the link to the subcontractor’s contact from HubSpot.
Step 6: Test and turn it on
Create a test subcontractor record and upload a sample certificate through the link.
Check the folder and pin, then turn the workflow on.
Frequently asked questions
Do subcontractors need a Box account?
Can the request expire?
Can I use a custom object for subcontractors?
Related guides and resources
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
